How to Write a Professional Quote That Wins Work

A quote (or quotation) is a formal document stating the price you'll charge for specific work. Unlike an estimate, a quote is typically binding once accepted — the price won't change unless the scope does. Quotes give clients certainty about costs and give you a clear agreement to work from.

**Quote**: Fixed price for defined scope. Binding when accepted. **Estimate**: Approximate price. May change as work progresses. **Invoice**: Request for payment after work is complete. Use quotes for well-defined work. Use estimates when scope is uncertain (e.g., repair work where you can't see the full problem).

Every professional quote should include: 1. **Your business details**: Name, address, contact, VAT number 2. **Client details**: Name and address 3. **Quote number and date**: For reference and records 4. **Detailed description**: Exactly what's included 5. **Itemized pricing**: Break down labor and materials 6. **Total with VAT**: Clear final amount 7. **Validity period**: How long the price is guaranteed 8. **Payment terms**: When and how to pay 9. **Terms and conditions**: Cancellation, liability, etc.

**Fixed price**: Best for well-defined work. Client knows exact cost. **Day rate**: Good for ongoing or variable work. Transparent but less predictable for client. **Cost-plus**: Materials at cost plus percentage markup. Works for material-heavy jobs. **Good-better-best**: Offer three options at different price points. Often increases average job value. Tip: Don't be the cheapest. Price reflects quality. Compete on value, not price.

1. **Being too vague**: "Bathroom renovation" tells the client nothing. Detail exactly what's included. 2. **Forgetting exclusions**: State what's NOT included to avoid disputes. 3. **No validity period**: Prices change. Protect yourself with 14-30 day validity. 4. **Slow response**: Send quotes within 24-48 hours. Speed wins jobs. 5. **No follow-up**: Always follow up. Many clients need a nudge to decide.

Most jobs aren't won or lost on price — they're won on follow-up. **Day 2-3**: Quick email or text checking they received it and if they have questions. **Day 7**: Call to discuss any concerns. Offer to visit again if needed. **Day 14**: Final follow-up. Ask for a decision either way. Automate this with Estimy's reminder feature — never forget to follow up again.